Greene County Probate Court Case Management System/Electronic Filing and Marriage License Processing

Agency:	County of Greene
State:	Ohio
Type of Government:	State & Local
Category:	N - Installation of Equipment
Posted:	Mar 22, 2024
Due:	Apr 30, 2024
Publication URL:	To access bid details, please log in.

Bid Title:	Greene County Probate Court Case Management System/Electronic Filing and Marriage License Processing
Category:	Board of County Commissioners
Status:	Open

Description:

NOTICE OF REQUEST FOR PROPOSALS FOR CASE MANAGEMENT SYSTEM WITH ELECTRONIC FILING AND ELECTRONIC MARRIAGE LICENSE PROCESSING FOR THE GREENE COUNTY PROBATE COURT

Sealed proposals will be received by the Greene County Board of Commissioners until April 30, 2024 at 11 a.m. (Eastern Standard Time) at which time the proposals will be publicly opened at their office at 35 Greene Street, Xenia, Ohio 45385, to supply the Greene County Probate Court with a case management system with electronic filing and electronic marriage license processing.

Proposals shall be submitted in a sealed envelope with the name of the RFP (Greene County Probate Court Case Management System with Electronic Filing and Electronic Marriage License Processing) prominently displayed, the proposer’s name, and proposal opening date. Proposals shall be addressed to the Greene County Board of Commissioners, 35 Greene Street, Xenia, Ohio 45385.

The Agreement shall commence upon the signing of the Contract and shall continue in effect through the satisfactory completion of the services to be provided in the RFP documents.

Information on services requested, evaluation criteria, and submission requirements may be obtained at Bidding Opportunities on the Greene County website https://www.greenecountyohio.gov/bids.aspx .

Publication Date/Time:

3/22/2024 12:00 PM

Publication Information:

REQUEST FOR PROPOSALS

Closing Date/Time:

4/30/2024 11:00 AM

Contact Person:

Greene County Probate Court
Amy Shumway
Chief Deputy Clerk/Court Administrator
45 N. Detroit Street
Xenia, OH 45385
(937) 562-5280
amy.shumway@greenecountyohio.gov

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REQUEST FOR PROPOSALS

Greene County Probate Court Case Management System with Electronic

Filing and Electronic Marriage License Processing

March 22, 2024

Greene County, Ohio

Board of Commissioners

35 Greene St

Xenia, OH 45385

www.greenecountyohio.gov

GREENE COUNTY, OHIO

REQUEST FOR PROPOSALS COVER SHEET

THIS INVITATION IS ISSUED TO ESTABLISH A CONTRACT TO SUPPLY GREENE COUNTY WITH A

COMMODITY OR SERVICE IN ACCORDANCE WITH THE ACCOMPANYING SPECIFICATIONS.

PROJECT NAME: Greene County Probate Court Case Management System with Electronic Filing and

Electronic Marriage License Processing

DESCRIPTION: The purpose of this RFP is to select a vendor to provide a Case Management

System for the Greene County Probate Court

RELEASE DATE

March 22, 2024

QUESTIONS DUE:

RESPONSES ISSUED BY:

SUBMIT TO:

PROPOSALS DUE:

April 15, 2024 @ 4:00 P.M. EST

April 19, 2024 @ 4:00 P.M. EST

GREENE COUNTY BOARD OF COMMISSIONERS

35 GREENE ST

XENIA, OH 45385

April 30, 2024 @ 11:00 A.M. EST

PROPOSAL BOND/SURETY: NO

REQUEST FOR PROPOSAL CONTENTS

REQUEST FOR PROPOSALS ................................................................................................................................................0

IMPORTANT RFP INFORMATION AND DATES ...............................................................................................2

A. INVITATION FOR PROPOSALS DUE DATE............................................................................................................2

B. PROPOSAL PRICING LAYOUT.................................................................................................................................3

C. PROPOSER QUESTIONS AND COUNTY RESPONSES ..........................................................................................3

D. ACCESSING BID INFORMATION ............................................................................................................................3

E. PROPOSER SELECTION ............................................................................................................................................4

F. IMPLEMENTATION DEADLINE ..............................................................................................................................4

G. RFP RELEASE..............................................................................................................................................................4

H. PROPOSAL COSTS .....................................................................................................................................................5

I. OWNERSHIP OF PROPOSALS ..................................................................................................................................5

J. AVAILABILITY OF FUNDS.......................................................................................................................................6

K. FOREIGN CORPORATIONS ......................................................................................................................................6

L. PROPOSER WARRANTY...........................................................................................................................................6

M. PROPOSER EXAMINATION OF THE RFP...............................................................................................................6

N. FALSE OR MISLEADING STATEMENTS................................................................................................................7

O. WITHDRAWAL OF PROPOSAL................................................................................................................................8

II. BACKGROUND INFORMATION ...........................................................................................................................8

A. INTRODUCTION TO GREENE COUNTY PROBATE COURT...............................................................................8

III. SCOPE OF WORK .....................................................................................................................................................8

A. GENERAL ....................................................................................................................................................................8

B. SYSTEM REQUIREMENTS........................................................................................................................................9

C. PROPOSAL SUBMISSION REQUIREMENTS..........................................................................................................9

D. PROPOSAL EVALUATION CRITERIA .................................................................................................................. 11

IV. GENERAL CONTRACT REQUIREMENTS ........................................................................................................ 12

EXHIBITS……………………………………………………………………………………………………………15

EXHIBIT A – SYSTEM REQUIREMENTS…………………………………………………………………………16

APPENDICES ...........................................................................................................................................................22

APPENDIX A – PROPOSAL SHEET (PRICING) .................................................................................................... 23

APPENDIX B – PERSONAL & REAL ESTATE TAX AFFIDAVIT ....................................................................... 24

APPENDIX C – NON-COLLUSION AFFIDAVIT ................................................................................................... 25

APPENDIX D – AFFIDAVIT IN COMPLIANCE WITH SECTION 3517.13 OF THE O.R.C................................26

APPENDIX E – FINDINGS FOR RECOVERY AFFIDAVIT .................................................................................. 28

Page 1

I. IMPORTANT RFP INFORMATION AND DATES

A. INVITATION FOR PROPOSALS DUE DATE

Sealed proposals will be received at:

Greene County Board of Commissioners

35 Greene St

Xenia, OH 45385

For the purposes of this project, the County’s Authorized Representative is:

Greene County Probate Court

Amy Shumway

Chief Deputy Clerk/Court Administrator

45 N. Detroit Street

Xenia, OH 45385

(937) 562-5280

amy.shumway@greenecountyohio.gov

Sealed proposals for the purchase of a case management System with electronic filing and

electronic marriage license processing (“System”) for Greene County Probate Court (“Court”)

shall be received by the Greene County Board of Commissioners, 35 Greene Street, Xenia,

Ohio 45385, until 11:00 A.M., Eastern Standard Time, April 30, 2024, at which time the

proposals will be publicly opened.

Sealed envelopes containing proposals must be submitted with the RFP NAME prominently

written and displayed on the outside of the envelope/packages. Proposals must be submitted

on the proposal form furnished. Any proposals deemed non-compliant shall be rejected. The

Greene County Board of Commissioners is tax-exempt.

The following represents key dates for this phase of the process:

March 22, 2024

April 15, 2024

April 19, 2024

April 30, 2024

May 2024

May 31, 2025

RFP Released to Vendors

Proposer Questions Due @ 4:00 P.M. EST

County Responses Provided @ 4:00 P.M. EST

Vendor Proposals Due @ 11:00 A.M. EST

Finalists Notified

Proposer Interviews/Demonstrations for Finalists

Selection of Proposer

Target date – Completion of Project

The County reserves the right to change these dates as required.

Page 2

B. PROPOSAL PRICING LAYOUT

The County is requiring that each vendor submit pricing for the following components:

• Implementation of Case Management System with Electronic Filing and Electronic

Marriage License Processing – Identify all costs associated with the proposed

solution.

• Training

• Support – Year 1

• Support – Year 2

C. PROPOSER QUESTIONS AND COUNTY RESPONSES

There is one acceptable method for submitting questions regarding this RFP. All questions

must be submitted via email to the following County Authorized Representative:

Amy Shumway

Chief Deputy Clerk/Court Administrator

45 N. Detroit Street

Xenia, OH 45385

(937) 562-5280

amy.shumway@greenecountyohio.gov

Questions must be received by the date and time stated in Section I.A above. A County

response will be made available to all no later than the date and time stated in Section I.A

above.

Addendums to this RFP will be posted on the following website:

(www.greenecountyohio.gov/bids). No questions will be accepted via telephone.

D. ACCESSING BID INFORMATION

All information related to this RFP will be made available through the Greene County

website www.greenecountyohio.gov/bids. This will include bid specifications, addendums,

and questions and answers.

Page 3

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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Greene County Probate Court Case Management System/Electronic Filing and Marriage License Processing

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